PPA - Standard Request for Quotation

7/26/2019 PPA - Standard Request for Quotation

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LAGOS STATE GOVERNMENT

LAGOS STATE PUBLIC PROCUREMENT

AGENCY (PPA)

Document for National Shopping

APRIL 2013


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Table of Contents

Section I - Instructions to Suppliers ......................................................................................1A. Introduction ..............................................................................................................1

B. Request for Quotations .............................................................................................1

C. Preparation of Quotations.........................................................................................1

D. Submission of Quotations ........................................................................................2

E. Opening and Evaluation of Quotations ....................................................................2

F. Award of Contract ....................................................................................................2

Section II Request for Quotations .......................................................................................4

Section III Sample Forms .....................................................................................................5

1. Quotation Letter ........................................................................................................52 Sample Price Schedule .............................................................................................63 Schedule of Requirements Detailed Technical Specifications of the

Goods .................................................................................................................74 Contract Form ..........................................................................................................8


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Request for Quotations Instructions to Suppliers 1

SECTION I - INSTRUCTIONS TO SUPPLIERS

A. INTRODUCTION

1. General 1.1 Day means calendar day.

B. REQUEST FOR QUOTATIONS

2. Contents of the

Request forQuotations

2.1 This National Shopping document describes the shopping

procedure, the goods and the terms and conditions of this contract. Itcontains the following :

(a) Request for Quotation(b) Description and Quantity of the Goods

(c) Sample Letter of Quotation(d) Sample Form of Contract

(e) Table of Comparison of Quotations

2.2 The Supplier shall examine the instructions, sample documents and

specifications provided in the Request for Quotations.

C. PREPARATION OF QUOTATIONS

3. Language 3.1 The Quotation and all related correspondence shall be in English.

4. Quotation

Documents

4.1 The Quotation shall contain the following documents:

(a) Written Quotation Letter, signed and dated

(b) Price Schedule and quantities, dated and signed(c) Draft Form of Contract completed, dated and signed

5. Quotation 5.1 The supplier shall detail in the Quotation Letter the place of deliveryand the nature of the price :

taxes and duties listed separately.

The supplier completes the price schedule and quantities furnishedwith the Request for Quotations, indicating the characteristics of the

supplies in the required space, the unit, the total price for each item and

the proposed delivery time to carry out the contract.

5.2The supplier completes and signs the draft Form of Contract.

6. Currency of the 6.1 The prices are quoted in Naira.


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Quotation

7. Validity of the

Quotations

7.1 The quotations shall be valid for the period stipulated in the Requestfor Quotations.

D. SUBMISSION OF QUOTATIONS

8. Sealing and

marking of

Quotations

8.1 The suppliers shall place the original and one copy of their quotation in

a sealed outer envelope containing two sealed envelopes, one marked

original and one marked copy, as follows:

(a) addressed to the Purchaser as indicated in the Request for

Quotations; and(b) bearing the Project name (if applicable), the title and number of

the Quotation as indicated in the Request for Quotations.

9. Deadline for the

Submission of

Quotations

9.1

Quotations must be received by the Purchaser at the address specified inparagraph 8.1 at the latest at the time and date specified in the Requestfor Quotations.

9.2Any quotation received by the Purchaser after the deadline for thesubmission specified in paragraph 9.1 shall be returned unopened to the

supplier.

E. OPENING AND EVALUATION OF QUOTATIONS

10. Opening of

Quotations by

the Purchaser

10.1 The purchaser shall open all quotations received before the deadlineindicated in the Request for Quotations at the same time on the datespecified in the Request for Quotations.

10.2 The Purchaser shall prepare Minutes of the opening of the quotations.

12. Evaluation and

Comparison of

Quotations

12.1 The Purchaser shall evaluate and compare the Quotations as follows:

Examine if the quotation conforms to technical specifications andthe delivery time;

Verify any arithmetical errors. For example, if the quotation in

figures is different from the quotation in words, the amount inwords shall prevail. If there is a discrepancy between the unit priceand the total price that is obtained my multiplying the unit priceand quantity, the unit price shall prevail and the total price shall becorrected;

Tabulate the Quotations thus arrived at.

F. AWARD OF CONTRACT

12. Award of

Contract

12.1 The Purchaser shall award the contract to the supplier whose quotationhas been determined to be substantially responsive to the requirements


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of the Request for Quotations and the lowest responsible evaluatedprice, i.e. based on the quality of the items quoted for in accordancewith the specifications.

13. Notification of

Award

13.1 Notification of the award shall constitute the formation of the contract.This Notification shall be sent by registered mail, inviting the supplierto deliver the goods in accordance with the conditions of the Request

for Quotations.

14. Signing of the

Contract

14.1 Within fifteen (15) days following the notification of the award, thePurchaser shall sign and date the Form of Contract and send it back tothe Supplier

15. Fraud and

Corruption

15.1 The personnel of the Purchaser and the Suppliers shall adhere to the

highest ethical standards, both during the selection process and

throughout the execution of the contract. In pursuance of this principle,they shall abstain at all times from corruption or fraudulent practices.Corruption and fraudulent practices are defined as follows:

(i) corrupt practice means the offering, giving,receiving, or soliciting, directly or indirectly, of

anything of value to influence the action of apublic official in the selection process or incontract execution;

(ii) fraudulent practice means a misrepresentation or

omission of facts in order to influence a selection

process or the execution of a contract;

(iii)

collusive practices means a scheme orarrangement between two or more suppliers withor without the knowledge of the Borrower,

designed to establish prices at artificial,noncompetitive levels;

(iv) coercive practice means harming orthreatening to harm, directly or indirectly,

persons or their property to influence theprocurement proceedings, or affect the executionof a Contract.

15.2The Purchaser shall reject a proposal for award if it determines that theSupplier recommended for award has, directly or through an agent,

engaged in corrupt, fraudulent, collusive or coercive practices in

competing for the contract in question.


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Section II Request for Quotations 4

SECTION II REQUEST FOR QUOTATIONS

[Letter Head of the Procuring Entity]

Subject: Request for Quotations for (name the goods)

Ref. : (Project Name, if applicable, or other Reference)

To: Name and Address of Short Listed Supplier.

The [name of the Procuring Entity] is seeking bids for the supply of [name the goods to beprocured].

For this purpose, you will find enclosed a schedule for the goods to be supplied. You arerequested to complete this schedule providing us your best offer and return this to us no later thanat hours, in a sealed envelope at the address indicated above, indicating on theenvelope National Shopping for [name supplies]. The outer envelope shall contain two sealed

envelopes with the requested quotations, one marked original and one marked copy. Theopening date of Quotations will be: ..20. at hours at the following address: .

The price of your quotation shall clearly indicate the total price, and the time and place of deliveryof the goods. The goods shall be supplied and installed at the place of delivery [ name time, for

example, within two weeks] from the date of contract signing. Your quotation shall remain validfor 60 days and the supplies shall be accompanied by most favorable warrantees available. Your

quotation shall include the signed Form of Contract, which will become the contract in case yourquotation is retained.

Clarifications can be asked before .hours ..20... at

[Name Procuring Entity]Tel:

Address

Attn:

Yours truly,


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Section III Sample Forms 5

SECTION III SAMPLE FORMS

1. QUOTATION LETTER

(to be filled by Supplier)

Date:

Request for Quotations No: (fill in name of requested supplies)

To: (fill in name of Procuring Entity)

Attn: (name of responsible officer)Address:

Having examined the documents regarding the Request for Quotations, the receipt ofwhich is hereby duly acknowledged, we, the undersigned, offer to supply and deliver the (namethe goods) in conformity with the said Request for Quotations for the sum of [total bid amount inwords and figures] or such other sums as may be ascertained in accordance with the Schedule ofPrices attached herewith and made part of the Quotation.

We undertake, if our Quotation is accepted, to deliver the goods in accordance with the

delivery schedule specified in the Schedule of Requirements.

We agree to abide by this Quotation for the period specified in the Request forQuotations as of the date of the opening of the Quotations and it shall remain binding upon us andmay be accepted at any time before the expiration of that period.

Until a formal Contract is prepared and executed, this Quotation, together with yourwritten acceptance thereof and your notification of award, shall constitute a binding Contract

between us.

We understand that you are not bound to accept the lowest or any bid you may receive.

Dated this ________________ day of ________________ 20______.

[signature] [in the capacity of]

Duly authorized to sign this Quotation for and on behalf of


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Section III Sample Forms

To: (Name of Procuring Entity)

Attn: (Name of responsible officer)Address:.

Quotation No of 20. Date of Price quotation __/__/_

2SAMPLE PRICE SCHEDULE(text of description below is given as an example and should be replaced by specifics of the req

(Description and Quantities to be completed by the Purchaser, Unit Price to be completed by the Supplier, desired d

completed by the Purchaser)

No Detailed description of the items Quantities Unit Price(In figures/letters)

Total

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

(The Purchaser prepares the list of goods to be acquired, completes the first three columns and the supplier comple

purchaser shall describe each item with precision, without reference to specific makes. Indicate also the list of spare pais free to complete the form by hand or to reproduce the form on computer, as long as the format is maintained. )


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To: (Name of Procuring Entity)

Attn: (Name of responsible officer)Address:.

Quotation No . of .20.... Date of Price q

3SCHEDULE OF REQUIREMENTSDETAILED TECHNICAL SPECIFICATIONS OF THE GOODS

(to be completed solely by the Purchaser)

No Detailed Description Quantity

Peri

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

Signature of Bidder

Note: In case of discrepancy between unit price and total, the unit price shall prevail.


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4CONTRACT FORM

THIS AGREEMENT made the _____ day of __________ 20.... between (name of Procuring Entity(hereinafter called the Purchaser) and [name of Supplier] of [city and country of Supplier] (hereinaftercalled the Supplier):

WHEREAS the Purchaser invited quotations for the supply of certain goods [and ancillary services], ( namethe goods, and ancillary services, if applicable), and has accepted a quotation by the Supplier for the supply

of those goods and services in the sum of [contract price in words and figures] (hereinafter called theContract Price).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS::

1. The following documents shall be deemed to form and be read and construed as part of this

Agreement, viz.:

(a) The Request for Quotations sent to the Supplier;

(b) the Price Schedule submitted by the Supplier [and the delivery period] and(c) Schedule of Requirements (technical specifications).

2. In consideration of the payments to be made by the Purchaser to the Supplier as hereinaftermentioned, the Supplier hereby covenants with the Purchaser to provide the goods and services andto remedy defects therein in conformity with the provisions of the Contract.

3. The Purchaser hereby covenants to pay the Supplier in consideration of the provision of the goodsand services and the remedying of defects therein, the Contract Price or such other sum as may

become payable under the provisions of the contract at the times and in the manner prescribed by thecontract: [methods of payment: by bank transfer within 45 days on satisfactory installation andprovision of warrantees].

IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with theirrespective laws the day and year first above written..Signed, sealed, delivered by the (for the Purchaser)

Signed, sealed, delivered by the (for the Supplier)


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5 Comparison of Quotations

No Name of Supplier

Responsiveness of

QuotationDelivery schedule

Total Price

(with and

withouttaxes)

RYes/no period

Purchaser

Supplier

1.

2.

3.

4.

5.


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PPA - Standard Request for Quotation

Documents

Transcript of PPA - Standard Request for Quotation